A secure and structured journey to a new ERP system
Changing ERP systems is one of the most important decisions a company can make. The system affects finances, production, planning, and follow-up – but also the people who work in the business every day. Therefore, a successful implementation is about much more than technology. It is about creating structure, clarity, and security throughout the change journey. With Prosmart, you don’t just get an ERP system adapted to your business needs. You also get a clear and proven project methodology that leads the work forward step by step – from the initial analysis and design to go-live and further into daily…
Five phases that create control throughout the project
Prosmart’s project methodology for implementing ERP systems is based on five distinct phases
- Analysis
- Design
- Implementation
- Acceptance
- Go-live
Each phase includes defined activities, decision points, and deliverables. This provides you with continuous insight into the schedule, costs, risks, and expected effects without losing momentum in the project.
1. Analysis – Setting the framework together
In the analysis phase, a shared vision of the current situation, needs, and goals is created. To establish the right conditions for the project, the following activities are carried out:
- Mapping your processes and project scope
- Identifying any gaps between current workflows and Prosmart’s standard
- Establishing the schedule and staffing
- Appointing the project team and steering group
- Formulating clear impact goals for the project
Here, we build the foundation for continued work through clear analysis and joint planning. Together, we develop a realistic schedule, identify the necessary resources, and create a concrete picture of the improvements you can expect.
This makes it easier to make well-informed decisions – both at the management level and within the operations. At the same time, we create a common direction that facilitates prioritization, distribution of responsibility, and follow-up throughout the project.
2. Design – from requirements to concrete solution
In the design phase, we translate needs and requirements into a concrete solution in Prosmart. The work begins with a joint kick-off where we review the goals, workflows, and distribution of responsibility. We then focus on creating the right technical and operational conditions by:
- Setting up your IT environment and configuring the system
- Planning workshops and delving into your processes
- Creating a plan for integrations with external systems
- Commencing the migration of test data
At an early stage, you gain access to a test environment where key personnel can work practically in Prosmart and develop a clear understanding of how the solution works in daily operations. This makes it easier to ask the right questions, make well-founded decisions, and build support within the organization.
At the same time, working in the test environment provides valuable insights that help us adjust and quality-assure the solution before the next phase begins. This creates security in the project and provides better conditions for an effective implementation.
3. Implementation – we test before we go live
In the implementation phase, we ensure that the solution works as intended before you take the step to live operation. The focus is on quality assurance, usability, and preparation for the next step. The work includes:
- Training for system administrators
- Functional testing of processes, any customizations, and reports
- Fine-tuning based on tests and feedback
Continuous check-ins are a central part of the workflow. Through regular status updates, joint reviews of risks, and clear decision points, we ensure that issues are handled immediately – rather than at the end of the project.
This reduces the risk of unpleasant surprises, while giving you a clear picture of when the solution is ready to move on to acceptance and later production deployment.
4. Acceptance – when the business says “yes!”
In the acceptance phase, we ensure that the solution is not only technically correct but also works within your business and supports daily workflows. The focus is on verifying quality, building confidence among users, and preparing the organization for go-live. The work includes:
- Conducting acceptance tests according to the agreed process
- Ensuring that data is correctly migrated
- Validating communication and integrations
- Preparing the go-live in detail
- Training end-users and setting roles and permissions
By allowing users to work in an environment close to live operation, the transition becomes both smoother and more secure. They can test their workflows, identify questions in good time, and feel confident in their daily work before the system goes live.
At the same time, we create a mutual confirmation that the solution meets both the business needs and the project goals before the next step begins.
5. Go-live – on-site support when it matters
Go-live is more than a date in the schedule – it is the step where the system begins to become a natural part of the business. Therefore, we focus on creating a secure, stable, and controlled transition to daily work in Prosmart. The work includes:
- On-site consultant support during go-live
- Migration of open items for a clean transition
- Activated support service to capture questions from the business
- Scheduled project closure, so you know when the project is finished and maintenance takes over
During the go-live, we are close to the business to quickly handle questions, support users, and ensure that work functions as planned. This reduces uncertainty and helps the organization get started effectively.
Once the system is approved and daily operations are running smoothly in Prosmart, we also take the time to recognize the results together. Marking the end of the project is an important way to highlight the change and the journey you have completed as an organization.
What you can expect from our way of working
With Prosmart’s project methodology, you get:
- A clear structure from contract signing to an approved system
- Continuous check-ins with transparent status and documentation for decisions
- Fast access to a test environment, allowing the business to be involved early
- Clear responsibilities and roles in the project team and steering group
- An implementation that considers finances, production, and people
Throughout the project, we work closely with your business to create clarity, progress, and security at every step. In this way, we can together make the right decisions, handle changes in time, and maintain focus on the goals we set from the beginning. At the same time, the ongoing dialogue creates better conditions for an effective and well-supported implementation.
The goal is simple: you should feel secure that the project is heading in the right direction, that we manage risks continuously, and that the organization is ready when Prosmart becomes a natural part of your everyday life.
Do you want to know more about our project methodology and how we can support your business?
Welcome to contact us at Prosmart, and we will go through the process, your needs, and how we can create a secure and effective implementation together.
Whether you are looking for a simpler basic solution or more complete support for the entire business, we will help you find the right setup. Please read more about Prosmart’s packages: Start, Smart, and Sync.
